Giffels Auditorium

Irma Fitch was born in Hindsville, Arkansas, in 1904, and was the first woman from
Madison County to graduate from the University of Arkansas, receiving a degree in
home economics in 1925. She obtained a master's degree in nutrition from the University
of Tennessee and became a regional home economist for the Westinghouse Corporation.

Later, she took a job with the National Association of Food Chains, where she developed
materials coordinated with the federal government's nutrition program. She wrote weekly
bulletins on nutrition topics that were distributed to consumers through grocery stores.
She married Raymond Giffels in 1946, and returned to Arkansas after his death. She
has been a significant benefactor of the University, especially in her sponsorship
of the restoration of the auditorium in Old Main, which was named in her honor.

The following policy is intended to ensure that all uses of Giffels auditorium are
consistent with University policy and appropriate to the character of the facility,
as well as to facilitate a smooth working relationship between the staff of Fulbright
College and potential users of Giffels Auditorium. The policy is designed to

Provide basic information/considerations for potential users of the auditorium outlining
availability and specifications;

a facility dedicated for advancing the University’s primary educational mission

an irreplaceable historic landmark

a showcase for Fulbright College and University of Arkansas events

a gracious, welcoming space for future users/patrons

These guidelines are subject to all applicable policies of the University of Arkansas,
including, but not limited to, Board of Trustees Policy 705.1 and Fayetteville Policies
and Procedures Policy 708.0, which are incorporated herein by reference.

Purposes of Giffels Auditorium Under University Policy; General Priorities for Use
and Restrictions on Use

Pursuant to University policy, Giffels Auditorium, as with other University facilities,
exists for the primary purpose of serving a planned and scheduled program of educational
activity. When not required for regularly planned educational or research programs,
and subject to other University policies, Giffels Auditorium may be made available
for extracurricular use to colleges, departments, and other university organizational
units; faculty; staff; students; University-related foundations and University alumni
association; and registered student organizations. Use of the space must not interfere
with educational activities of the University, which take priority over all other
uses. Moreover, such use is conditioned on receiving prior approval consistent with
the procedures described in these guidelines.

Notwithstanding anything to the contrary, all uses of Giffels shall remain subordinate
to the University’s right to use the facilities at any time to advance the educational
mission of the institution, and Fulbright College reserves the right to modify or
cancel reservations accordingly.

Subject to all other University policies, use of Giffels Auditorium and other university
facilities for private, for-profit business activities is prohibited. The University
regulates any use of its buildings and grounds for solicitation, including fund-raising
activities. Giffels shall not be used by groups or organizations for private purposes,
for the conduct of private business and/or to raise money for projects not connected
with a University activity except as otherwise permitted by University policy.

At all times, the Chancellor, Provost, and Fulbright College Dean have first priority
for use of the space. Consistent with the priorities for usage discussed above, if
one of these officials should need to use Giffels Auditorium, even on short notice,
Fulbright College shall have authority to postpone or cancel a reservation. Should
this occur, Fulbright College will provide assistance in seeking an alternate location
for the event; however, alternate space is not guaranteed.

Office Hours & Hours of Availability

Inquiries and reservations are handled by the Dean’s Office, open Monday through Friday,
8:00 a.m. – 5:00 p.m. Giffels Auditorium is available for use Monday through Friday,
8:00 a.m. – 10:00 p.m. and may be available on Saturday and Sunday from 8:00 a.m.
– 10:00 p.m. if/when a staff member is available. The space is not available on holidays
or University breaks.

Approved Events

Subject to all applicable University policies, Giffels Auditorium may only be used
for the following activities: University classes; University-sponsored guest speakers,
panel discussions and forums; and University-sponsored special educational events,
including recruiting, orientation, and training seminars and programs. Further, when
available, Giffels may be approved for use by other University entities for the above
purposes or for organizational functions such as pageants, ceremonies, or initiations.
Finally, memorial services may be considered for current or former University students,
faculty, and staff. All use of Giffels Auditorium is subject to users obeying all
guidelines and prohibitions.

Capacity

Fixed seating capacity in Giffels Auditorium is 282. The maximum seating capacity
with the addition of portable chairs is 324. Any use in excess of these maximum capacities
is strictly prohibited.

Access

Access accommodations and services are available, in accordance with American with
Disabilities Act regulations. It is the sole responsibility of the event sponsor,
and not Fulbright College or the University of Arkansas, to ascertain and provide
for the needs of event participants.

Organizer Presence Required

The event organizer must be present throughout the event with a copy of the approved
reservation form for the duration of the function. The form must be presented to University
officials if requested. The event may be terminated by University officials for failure
to have a copy of the approved reservation form on the premises.

Decorations & Alteration of University Property

Alteration or physical modification of University property is not permitted. The organizer
must have decorations approved and/or inspected for safety by Fulbright College and/or
other appropriate University officials in advance. In particular, materials taped
or tacked on the walls of the auditorium are prohibited, in order to preserve the
building’s wall coverings and fixtures.

Responsibility for Costs or Damage

Users of Giffels Auditorium must agree to be financially responsible for all costs
associated with the use, including but not limited to security costs, cleanup, or
damage to University property. University employees, students or organizations may
also be subject to disciplinary action for misuse or damage. If warranted by the nature
of the event, Fulbright College may require a user to obtain appropriate insurance
coverage and/or to provide a separate written indemnification of the University, its
officials and employees for any claims pertaining to the use of the facility. Furthermore,
the University will not be held liable for any costs or liabilities of any nature
associated with the event, including but not limited to any lost or damaged goods.

Smoking

The University of Arkansas is a no-smoking campus. Smoking is strictly prohibited.
Burning of candles and incense is also prohibited.

Inclement Weather

The Inclement Weather Policy of the University of Arkansas will be used to make building closure decisions. Wather
information is also available via the University of Arkansas Inclement Weather hotline
(575-7000) or by clicking on the RazALERT emergency notification link on the University of Arkansas home page to receive information regarding the University of Arkansas closing. In the event
that inclement weather occurs, the Fulbright College Dean’s Office will contact all
primary contacts to discuss options of holding, canceling, or rescheduling the event.
Event contacts and organizers are responsible for notifying all participants.

Scheduling

Prospective users are strongly encouraged to provide their requests for use several
weeks in advance of the event. Please be sure to include sufficient time for access,
set-up, and clean up when scheduling an event. Additionally, be prepared to vacate
Giffels Auditorium and the building at or before your stated end time. This is particularly
important on evenings and weekends, as a courtesy to our staff member responsible
for securing the building after use.

At all times, any reservation approval is conditioned upon full compliance with all
University policies and all reservation requirements. Fulbright College reserves the
right to disapprove the request of any entity that fails to comply with University
policies or state or federal law, or which has damaged University facilities at any
time.

Equipment & Audiovisual Considerations

Event organizers must contact Fulbright IT Services at smartrm@uark.edu or 479-575-6066 at least two weeks in advance of the reserved date for the event.
Questions or concerns about projection capabilities and program suitability should
be discussed with the audio/visual tech at that time.

Technology in Giffels Auditorium is capable of projecting images from a document camera,
VHS and DVD players, a PC, or a personal laptop. The resolutions possible for computer
projection will not exceed 1280x1024 resolution and 32-bit True Color. While excellent
for PowerPoint presentations, films, and DVD’s, the projection is not a 100% art-quality
reproduction. As a result, anyone who is planning to use the space for presentations
of art or photography are encouraged to test their equipment and images well in advance
to make sure that the image quality is within acceptable parameters for their work.

There are two microphones available, a wireless handheld microphone and a wireless
lapel microphone, both of which are suitable for personal amplification. Additionally,
there are some lighting controls that may be tailored to your event. However, any
advanced audio (for musical performances) or lighting will need to be provided by
Media Services at the global campus.

audio/visual equipment or extra seating may be reserved through Facilities Management
(479-575-5050); audio/visual equipment and assistance is less elaborate, but less
costly than going through Media Services.

additional tables may be set up, either in the hallway or in the auditorium, by contacting
Fulbright College (Debbie Power, 479-575-3684) least 3 days prior to the scheduled
event

tablecloths or skirting for tables may be rented from an off-campus vendor or from
Chartwells at the University of Arkansas Union (479-575-2185) with at least 24 hours
advance notice

Fulbright College does not provide furniture or props for “interview” settings, presentations,
plays, etc.

Fulbright College has no spotlight available

Security

If requested by a university official, a prospective user must contact the University
of Arkansas Police Department (479-575-2222) to enable an assessment of potential
security needs, including estimated costs to the organizer. If the UAPD Director or
designee recommends that security be provided for the event, UAPD will provide a brief
description of the expected arrangements and estimated costs; such costs shall be
the responsibility of the event organizer, along with any other required costs, as
a condition of approval of use of the space.

Parking

Parking space on the University campus is very limited and Fulbright College does
not have authority to grant parking privileges to users of Giffels Auditorium. Users
of the space and their guests are fully subject to all parking policies of the University
of Arkansas and will be expected to pay any parking fees or fines incurred. Parking
arrangements for events in Giffels must be arranged directly between the user and
the University’s Transit and Parking Department (479-575-PARK or 479-575-7275). Upon
request, Fulbright College will verify to Transit and Parking that it has reserved
Giffels Auditorium for a specific event.

Additional Requirements and Prohibitions

Prohibited in Old Main (entire building) are:

rice, birdseed, and confetti

alcohol

attachments to any fixture

tapers, candles, or incense

Additionally, the following are prohibited in Giffels Auditorium:

food

beverages

signs (except on easels)

flowers must be hand-held or in vases and may not be attached in any way to fixtures
or structure